Comissions

Within the scope of sales management, commission allocation is essential to motivate teams and recognise results. When a lead is successfully closed, the CRM enables managers to distribute commissions in a simple and transparent way, defining who receives what and how payments are processed.

 

1) How to activate and set up commissions:

2) Define your agency’s commission level structure:

3) Create commissions

4) Commission Page:

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1) How to activate and set up commissions:

• Access the Commissions section through the left-hand menu under Configuration > General Data > Commissions to activate the module:

• Set commission standards: Define the percentage of the deal that will be allocated to the sale and the percentage assigned to the acquisition, ensuring that the total adds up to 100% (by default, the system applies a 50/50 rule).

  
  

The default 50/50 distribution rule is fixed and cannot be changed or removed. If the agency uses more than one rule, it is possible to create up to 10 different distribution scenarios, allowing varied percentages to be configured for each situation.

• Set payment stages: Define the percentage to be received or paid for both the Promissory Contract (CPCV) and the deed, ensuring that the total adds up to 100% (by default, the system applies a 50/50 distribution).

  
  
  

• Define the source of the recruiter’s and team leader’s commission: The commission can be deducted from the agent or directly from the agency. By default, the system applies the deduction according to the configured settings.

  

• Management reports: Define how the rankings will be displayed.

  

• Define the group of users with access to the commissions module:

  

 

2) Define your agency’s commission level structure:

Commission levels are a list of the different commission categories within the agency. Each user is associated with a commission level so that the system can automatically calculate their commission when a deal is closed.

1. Access the left-hand menu and go to Commissions > Commission Levels:

2. Define the levels: There are four predefined levels that can be activated or deactivated (they cannot be deleted):

Recruiter: for agent recruiters
Team leader: for team leaders
Booking Assistant
Listing Assistant

In addition to these predefined levels, new levels can be created to define commission groups, which can be activated/deactivated and also deleted.

 

How to create a commission level:

1) Name, Active/Inactive and "Users in this level":

Name: Name of the commission level group

Active/Inactive: Allows activating or deactivating the commission levels

Users in this level: Allows adding users to the commission level group:

1. By selecting the number “0”, a pop-up window will appear where you can choose the group of users to add:

2. Select the users to be included in the group; you can choose one or more users.

2) Type: percentage or absolute value

3) Value: define the commission amount

4) Deal type: Define whether this commission level applies to sales, listing, or both.
Note: The deal type can only be set for custom-created levels; predefined levels cannot be modified.

5) Rappel – Commission increase: Allows you to define an increase to the base commission based on the volume of deals closed. Multiple tiers can be added. The increase can be defined as a percentage or an absolute value.

When “Rappel” is activated, it will be displayed in green:

5) Power-ups: Allow you to define additional commission amounts if a specific goal is achieved within a set time frame (monthly, yearly, or annually from the agent’s hire date), either at the sales level or commission level.

When “Power ups” is activated, it will be displayed in green:

Configure users’ commission level:

1. Access the user’s details via Users > List > Settings

2. Associate users with commission levels:

• Recruiter + recruiter’s commission percentage (optional): You can associate a recruiter with an agent and specify the percentage they will receive (if different from the default percentage set for the Recruiter commission level).

• Team Leader + team leader’s commission percentage (optional): You can associate a team leader with an agent and specify the percentage they will receive (if different from the default percentage set for the Team Leader commission level).

Select a lead status as your “CPCV Status”

Go to Leads > Sales > Status Settings:

To ensure that the commission is generated in the CPCV stage, a CPCV lead stage must be selected in the settings.

Note: Clients with multiple agencies should ensure they select a status and not a substatus as the CPCV status.

Define your partner (external) agencies

Go to Contacts > Contact List (Others)

If the company involved an external agency (either in acquisition or sale), you will need to save these agencies as contacts of the type “External Agency.”

3) Create commissions

The commission can be triggered at three different moments:

1) When the lead status changes to “CPCV Stage”

The system will display a pop-up window asking whether the user wants the commission to be generated at that moment:

 

• If the user selects “Yes”, the commission will be created and can be edited.

• If the user selects “No”, the commission will not be created immediately and will only be generated once the lead is won.

2) When a lead is “Won”

When a lead is marked as “Won”, the system automatically generates the commission.

Validations for commission generation:

For a commission to be generated when a lead is marked as Won, certain conditions must be met. The final sale price must be filled in, and there must be only one property associated with the lead. It is also mandatory that the lead has at least one assigned agent. Additionally, there must be at least one user with the active Commission Manager permission. In the case of multi-agency clients, this user must belong to the same agency or to a higher-level agency.

3) When the property is marked as “Sold”

A commission is generated when the property is selected as sold.

Before the commission is created, the system will validate certain fields and may ask the user to complete them beforehand:

There must be a commission percentage/amount defined in the property details, which can be edited via the property list > details > Internal:

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4) Commission Page:

You can access the generated commission page via Commissions > Commission List.

Top-right corner buttons:

Finalize: Clicking “Finalize” will close the commission and notify all users.

Save: Saves the modified data.

 

“Main” Tab:

Opportunity: The lead’s title, linked to open in a new tab.
Property: The property reference, linked to open in a new tab.
Transaction Value: The final price amount.

**These fields cannot be edited.

Total Commissions: Calculated from the transaction value and the commission percentage/amount defined in the property. If a value is entered manually, the system will ignore the transaction value and percentage, using the entered amount directly.

Commission Type: both, sale, or listing
Both: the sale and the listing were managed by the same agency or agencies within the same network;

Sales: only the sale was carried out by an agency within the network. If selected, enter the external agency in the field below.

Listing: only the listing was handled by an agency within the network. If selected, enter the external agency in the field below.

Commission Distribution Rule:

If more than one rule exists, it will be automatically filled with the distribution rule selected in the sales opportunity or with the default rule. If no rule is configured, it will always be 50/50 (the default). The rule can be changed, and the percentage will be adjusted accordingly. If the rule is deleted, the percentage must be entered manually.

Listing Commission: Automatically filled with the percentage defined in the distribution rule.
Sales Commission: Automatically filled with the percentage defined in the distribution rule.

Listing Commission Manager: The user who manages the distribution of the listing commission. This user will have access to the commission but will only be able to view and manage the distribution of the listing commission.

Sales Commission Manager: The user who manages the distribution of the sales commission. This user will have access to the commission but will only be able to view and manage the distribution of the sales commission.

 

“Split” Tab

Add: Adds a new row.

This tab will display all levels associated with the deal, divided by commission type (Sales, Listing, or Both). The system will automatically fill in the information and values based on the default settings defined for the users (commission levels, roles in the deal, etc.).

Reset values: Resets all values and requires user confirmation.

Fields:

Type: The user’s role in the deal.

 

Agent: User’s name.

 

Expected date: the scheduled date for payment receipt.

Received: after the payment has been received, check this box to manage payments to agents.
Received date: if the “Received” option is selected, entering the date of receipt is required.

Invoice number: enter the invoice number in this field.

Notes: use this field to enter the invoice number or any additional remarks.

Manage payments: opens a pop-up window to manage agent payments for each stage.

Finalize the commission

After all payments have been completed, finalize the commission by clicking the “Finalize” button. The commission can still be reopened if changes are required.

Payment monitoring

Payments can be tracked on the payments list page. Each agent can check the status of their own commission payments, while managers can review the payments of all their agents.

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Notes:

**To add the commissions module, you must contact customer support by email and request the activation of Comission module.

**For the commissions module to be activated, the “Commission Manager” permission must be enabled in the permissions group, and at least one user must be selected as a commission manager.

**In order for a commission to be generated, there must be a single lead exclusively associated with one property. If a lead is associated with two or more properties, the commission will not be generated.

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This feature is available on the PREMIUM plan.

For more information, please contact us by email: help@casafaricrm.com